Product Has Broken Repeatedly Please Process Return
[DATE, ex. Wednesday, June 11, 1998]
[NAME, COMPANY AND ADDRESS, ex.
John Smith
XYZ Inc.
1234 First Street
Suite 567
Anycity, Anystate 85245]
Dear [NAME, ex. John Smith],
Reluctantly, I am writing for the [ORDINAL, ex. fifth] time regarding malfunction of [PRODUCT(S), ex. your A45 compressor].
[STATE REPAIR HISTORY, ex. As you may recall, the A45 was repaired on four occasions within the last two months.] I have taken the liberty of enclosing a copy of the repair requests and paperwork involved. [STATE NATURE OF MALFUNCTION(S), ex. Again, the compressor ceases to operate within five minutes of starting and emits mass amounts of smoke.]
You are a reasonable person. Surely you can understand that this is not acceptable to us. Since I know of your good reputation for customer satisfaction, however, I’m certain that you will process my request to return [PRODUCT(S), ex. the A45 compressor] at your earliest convenience. [STATE HOW PRODUCT(S) WILL BE RETURNED, ex. I have shipped the compressor and documentation to you via express mail; you should receive it by Thursday.] [STATE HOW YOU WOULD LIKE CREDIT TO BE HANDLED, ex. Please forward a refund check to us at your earliest convenience.]
As I am certain that this malfunction is not characteristic of the high quality of your products, I look forward to the possibility of doing business with you in the future.
Sincerely,
[YOUR NAME, ex. Jill Jones]
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